Gym and Fitness Management
An all-in-one gym management system: leads, memberships, billing, diet and workout plans, personal trainer and equipment booking, a member mobile app backend, and door access synced to face and fingerprint devices.
WeyBee- Memberships and billing
- Diet and workout plans
- Trainer and equipment booking
- Face and fingerprint access
A gym and fitness centre was running memberships, billing, trainer schedules and diet plans on paper and separate tools. Door access was managed by hand, so expired or frozen members could still walk in, and follow-ups with leads and lapsed members depended on staff remembering.
- Handle the full member lifecycle: inquiry, registration, packages, freezes, transfers, upgrades and renewals.
- Keep door access in step with membership status automatically, across face, fingerprint and card devices.
- Plan fitness programmes for each member: body measurements, workouts and diet plans.
- Reach members on WhatsApp and SMS reliably, even when one provider fails.
WeyBee built the platform end to end: a staff portal for reception, managers, trainers and admins, and an API for the member mobile app. A real-time device service talks to face-recognition terminals over WebSockets, and access validity is pushed to devices whenever a package is bought, renewed, frozen or expires. A provider-based messaging layer sends WhatsApp and SMS through several gateways with automatic fallback and retries. Sensitive actions are confirmed by OTP.
Lead capture and follow-up, registration, packages, freeze, transfer, upgrade and renewal, all OTP-secured.
Invoices, receipts, part payments and dues, with PDF receipts sent on WhatsApp.
Member fitness assessment, body measurements, an exercise library, and diet and workout plans as PDFs.
Personal trainer slots, commissions and session claims; gym machine and equipment slot booking.
Face, fingerprint and card enrolment across devices, automatic access sync, live device status and attendance logs.
Login, packages, workouts, diet, measurements, attendance and push notifications for the member app.
WhatsApp and SMS templates, bulk messaging, and automated expiry, absence and birthday reminders.
Collections, sales, renewals, expiries, attendance and GST expense reports with Excel export.
AI-ready by design.
Where AI fits next.
Memberships, attendance and fitness plans give AI everything it needs to keep members coming back.
Spot members whose visits are dropping and nudge them.
Draft plans from goals and history for trainers to approve.
Answer renewals, timings and booking questions in the app.
One to two weeks to pick the use case and prove the data is ready.
- Laravel application with around 490 web routes and around 100 database tables.
- Around 80 mobile API endpoints for the member app.
- Background jobs for reminders, expiries, device log sync and backups, plus a long-running device service with a watchdog.
- Audit trails for staff actions, messages and device calls.
- Door access now follows membership status automatically.
- Reception, trainers and management work from one system.
- Reminders and receipts go out on WhatsApp without manual effort.
Questions about
this solution.
Who is the Gym and Fitness Management for?
Gyms, fitness studios and wellness centres. WeyBee builds it around how these businesses actually work, not around a generic template.
What does WeyBee's Gym and Fitness Management include?
It covers memberships and billing; diet and workout plans; trainer and equipment booking; face and fingerprint access. Modules are added in phases, starting with the one that saves the most time.
Can it connect to the tools we already use?
Yes. WeyBee systems connect to tools such as the WhatsApp Cloud API, Tally, payment gateways, email and marketplaces, depending on your process.
How long does it take to go live?
Most systems go live in phases: a first module in weeks, the core system in a few months, then improvements based on real use.
Can AI be added later?
Yes. Once your data lives in one system, WeyBee can add AI assistants, document reading and forecasting on top without rebuilding it.
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Planning something similar?
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